Agenda

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City Council Regular Meeting

Meeting Date:

05/28/2019

BACKGROUND

Created in 2008, Schertz Magazine is a monthly popular lifestyle/entertainment/community events publication wholly owned and operated by the City of Schertz and produced internally by the Schertz Public Affairs Department. It serves as the primary dissemination source for government information.

The current printing agreement with The Ovid Bell Press for Schertz Magazine printing services expires on September 30, 2019. In order to secure a new agreement for magazine printing a formal procurement (RFP) for printing services was published on April 23, 2019 with a closing date of May 17, 2019. A total of two firms submitted bids and City staff from Public Affairs and the City Manager's Office evaluated the bids. The bids were scored on several criteria to include the firm's qualifications, abilities, and references, the quality of proposed services, the responsiveness of the proposal and the overall price. After evaluation, the scores were compiled and The Ovid Bell Press was the highest scoring firm with a proposed price of $7,814.29 per issue or $93,771.48 annually.

City staff believes that The Ovid Bell Press offers the best qualified proposal based on the evaluation criteria and recommends City Council authorize the City Manager to enter into a contract with The Ovid Bell Press for Schertz Magazine printing services. Staff is only seeking to contract for Schertz Magazine print services as this firm specializes in catalog publication printing. For smaller print jobs City staff will continue to seek informal quotes and award the project to the lowest bidder.

GOAL

The City desires to enter into an agreement with The Ovid Bell Press for the printing and mailing of Schertz Magazine. Scope of work will include proper printing and assembly of monthly editions of Schertz Magazine.

COMMUNITY BENEFIT

Staff can continue to communicate the City’s message(s) to Schertz residents through Schertz Magazine, the City’s largest and most successful communication tool.

SUMMARY OF RECOMMENDED ACTION

Staff recommends Council approval of Resolution 19-R-63 authorizing the City Manager to enter into a three-year agreement with the option to renew for two (2) additional terms of one (1) year each with The Ovid Bell Press for Schertz Magazine printing services.

FISCAL IMPACT

Cumulative expenditures under this agreement shall not exceed $281,314.44 during the three-year term for Schertz Magazine printing services. Maximum expenditures during each of the fiscal years shall not exceed $93,771.48 unless otherwise negotiated and approved by City Council. This is an increase on current printing costs of approximately $6,771.48 annually.

Funds have been budgeted and approved for monthly printing of Schertz Magazine. The project will be paid for from the Public Affairs budget.

RECOMMENDATION

Staff recommends Council approval of Resolution 19-R-63

Attachments
Resolution 19-R-63
Magazine Printing Services - Summary
Ovid Bell Agreement